Automated Budget Authorization ABA UNT Budget Office budget.unt.edu

Agenda Objective ABAs and IDTs Completing an ABA Selecting an Account Reviewing a Completed ABA Approving an ABA Finding an ABA in Cognos

Objectives Training objectives. Identify when to submit an ABA versus an IDT, Identify where to submit ABAs in EIS and recognize the basic elements of an ABA. Select the appropriate From/To account, Find the ABA workflow screen and appropriately identify where the ABA is in routing, Find denial comments and understand how to edit and resubmit a denied ABA, Identify how to approve an ABA using the Worklist, and Find a processed ABA journal in Cognos.

ABAs and IDTs

ABAs and IDTs Automated Budget Authorization (ABA) A request to transfer funds or move budget from one chartstring to another chartstring or from one D-Level account to another D-Level account. Processed by the University Budget Office. Electronic Interdepartmental Transaction A request to move a specific expense or revenue, or to purchase services from an internal cost center on campus. Processed by the Controller’s Office. Paper

ABAs and IDTs Understanding the difference in Cognos: Budgetary Chartstrings. ABAs are used to move balances in the Budget column. IDTs are used to move balances in the Actual column. A B I D T

ABAs and IDTs Understanding the difference in Cognos: Non-Budgetary Chartstrings. ABAs are used to move balances in the Budget column. IDTs are used to move balances in the Actual column. I D T ABA

ABAs and IDTs When either an ABA or an IDT would accomplish the end-goal, which should be used? The chartstring performing the activity and/or responsible for the expense should carry the expense regardless of how that activity is being funded. When determining whether to submit an ABA or an IDT, first determine who is performing the activity. Example $100 of Engineering’s telecom charges post to Parking. Should Engineering transfer $100 to Parking via an ABA, or should Parking move the $100 expense to Engineering via an IDT? Answer: Either method would result in the Balance columns being correct. However, an ABA would result in each department’s Actual columns being incorrect. The expense belongs to Engineering. Therefore, an IDT should be submitted to move the expense to Engineering. If an ABA is submitted, then Parking’s telecom charges will remain over-reported by $100.

Completing an ABA

Completing an ABA Access the ABA in the EIS portal (myfs.unt.edu).

Completing an ABA Click on the ABA Form button.

Completing an ABA Click on the Add button.

Completing an ABA Budget Transfer Type The Budget Transfer Type allows users to mark the ABA as Permanent or Adjustment. Adjustment: Funds are transferred on a one-time basis. Permanent: Funds are permanently transferred to a new chartstring so that the transferring department’s budget is reduced in both the current year and in subsequent years. Permanent transfers can only be performed on transfers between Budgetary Chartstrings. Budgetary chartstrings are those containing a Fund Cat equal to 105, 120, 200.

Completing an ABA Authorization Description The Authorization Description is the overall name of the ABA. This is not the description that will appear in Cognos. Multiple transfer requests (“lines”) can be submitted on a single ABA Form. This Authorization Description is the overall description for all the lines on an ABA Form.

Completing an ABA Authorization Description Try to use a unique description for each ABA Form so that you will be able to easily find that ABA in the future.

Completing an ABA Journal Line Description Justification The Journal Line Description will appear in Cognos. It is an auto-populated field limited to 30 characters. The first 5 characters contain the Transfer ID (aka ABA number). The next 25 characters are pulled from the first 25 characters of the Justification Justification The Justification box allows up to 250 characters and should be used to describe the ABA. Detailed descriptions ensure that all approvers in the Workflow, including the University Budget Office clearly understand the purpose of the ABA. This helps approvers identify any issues on the front end, rather than after the ABA is processed. The first 25 characters will appear in Cognos. As such, ensure the first 25 characters convey the purpose of the ABA. Use the remaining 225 characters to enter a detailed description.

Completing an ABA

Completing an ABA From Source & To Destination From Source is the chartstring sending the money. To Destination is the chartstring receiving the money. If a chartstring contains a Project value, the PC BU and Activity fields must be completed for that chartstring. From Function and To Function are required. EIS will allow the request to go through without a Function, but the University Budget Office will deny the ABA.

Non-Budgetary or Project (Fund Cat ≠ 105, 120, 200) Completing an ABA From Account & To Account The account to use depends on whether the chartstring is budgetary (Fund Cat = 105, 120, 200) or not. The From and To chartstrings should be considered independently. For example, if the From Source chartstring is non-budgetary, use 70001 as the From Account. If the To Destination chartstring is budgetary, use a D-level account as the To Account. FROM SOURCE Chartstring: Budgetary (Fund Cat = 105, 120, 200) Enter the D-Level Expense Account Non-Budgetary or Project (Fund Cat ≠ 105, 120, 200) Enter 70001 TO DESTINATION Chartstring: Enter 70003

Completing an ABA Submitting the ABA The account to use depends on whether the chartstring is budgetary (Fund Cat = 105, 120, 200) or not. The From and To chartstrings should be considered independently. For example, if the From Source chartstring is non-budgetary, use 70001 as the From Account. If the To Destination chartstring is budgetary, use a D-level account as the To Account.

Selecting an Account

Budget 101

Chartstring Types There are two types of chartstrings: Departmental Chartstrings and Project Chartstrings. Departmental Chartstrings Chartstrings do not contain a project code. Reporting is broken out by fiscal year. Project Chartstrings Chartstrings contain a project code. Used to track activity that has a finite life. Reporting is life-to-date which means reports cannot be run for a particular year. Examples: Grants, Faculty, Construction, Internally funded research. Chartstring Types Departmental Project

Chartstring Types Departmental chartstrings are further broken out into Budgetary and Non-Budgetary. Chartstring Types Departmental Budgetary Non Budgetary Project Budgetary Chartstrings Budgetary Chartstrings are those for which the budget can be reasonably guaranteed and estimated year over year. Balances may or may not rollforward. Depends on the Fund. Examples: State Appropriations, Tuition, Fees, Summer Camps, Parking, Housing Non-Budgetary Chartstrings Non-Budgetary Chartstrings are those for which the budget cannot be reasonably guaranteed and estimated year over year. Funds rollforward. Examples: Gifts, one-time speaking engagements, F&A, royalties

Chartstring Types Departmental chartstrings can be Centrally Funded or Non-Centrally Funded Centrally Funded chartstrings are those funded by UNT. They contain the following Fund Cat & Fund combinations. Non-Centrally Funded chartstrings are those funded by the Department (i.e. all other chartstrings). The department is responsible for generating sufficient revenues to cover its expenses. Fund Cat Fund Description 105 800001 Education & General (State) 805001 200 830001 Designated Tuition (Local)

Chartstring Types Overview of chartstring types. Chartstring Types Departmental Budgetary Centrally Funded Funds do not Rollforward Non-Centrally Funded Funds may or may not Rollforward Non Budgetary Funds Rollforward Project N/A – Rollforward doesn’t apply due to nature of projects. Overview of chartstring types.

Chartstring Types Each Fund Category can only have one chartstring type assigned to it: Departmental-Budgetary: Fund Cats 105, 120, 200 (Green) Departmental-Non Budgetary: Various Fund Cats. Most common Fund Cats 202 & 303 (Blue) Project: Various Fund Cats. Most common Fund Cats 106, 121, 201, & 400 (Orange) E&G (STATE) 105 Education & General 106 Education & General - Projects DESIGNATED (LOCAL) 200 Designated Operating Managed 202 Designated Operating General 201 Designated Operating - Project AUXILIARY 120 Auxiliary 121 Auxiliary - Projects RESTRICTED* 303 Restricted Expendable 304 Restricted Expendable Projects 401 Sponsored Restricted 400 Sponsored Restricted-Projects FUND CAT *There are many Restricted Fund Categories. Only four examples are shown.

How to Read a Chartstring Organization Department In addition to answering the questions of who, how, why, and where, the Chart of Accounts provides insight as to whether the chartstring: Is Budgetary, Non-Budgetary, or a Project, Is funded Centrally or Non-Centrally, and Rolls Forward or is swept (closes) at year end. CHARTFIELD GL Business Unit Organization Department Fund Category Fund Function Project Program Purpose Site Field Length 5 6 3 7 4 Use Who? How? Why? Where? Example NT752 University of North Texas 122300 Physics 105 Educational & General 800001 GRD-General 100 Instruction General 1274 Planetarium 134300 Composition Studies 201 Designated Operating Projects 840002 Faculty Start Up 220 Research Departmental 1600346 Fac NSP-Stout, David 12258 iARTA 135360 Public Administration 303 Restricted Expendable 340305 Schol/Rest H Sumners Public 630 Scholarships & Fellowships

Budgetary Chartstrings Budgeting occurs at the D-Level Individual D-account lines should carry a positive balance. Budget checking occurs at the C-Level

Non Budgetary Chartstrings Budgeting does not occur. The amount in the “Budget” column simply indicates the amount of funds that rolled forward from the prior year. It doesn’t matter if individual account lines are negative as long as the total balance is positive. Budget checking occurs on the chartstring total.

Columns on the Cognos Report The Actual, PreEncumbrance, and Encumbrance columns reflect stages of an expense. PreEncumbrances Requisitions Vacant position salaries (not yet paid) Encumbrances Purchase orders Filled position salaries Actuals Vouchers (invoices) Paid salaries

Budget Website > Resources > Documents Helpful Documents Budget Website > Resources > Documents Budget Management Documents 1. Valid Fund Category & Fund Combinations 2. Requisition Category Codes 3. Closing Rules 4. 9.2 Budgetary Accounts 5. Common Terms 6. Common Journal Headers Chartfield Values & Trees

Questions?

Appendix: Chartfield Setup Change Form

Overview A Chartfield Setup/Change Form is used to create or edit an existing field, not an entire chartstring. Creating Chartstrings Chartstrings are “created” once they are transacted on for the first time. Revenue, Expense, ABA, Journal Entry Inactivating Chartstrings Chartstrings are “inactivated” once they carry a zero balance.

Overview Prior to submission, visit the Budget Website to view values that already exist: ● Fund ● Project ● Purpose ● Function ● Program ● Site Once the field is created, the department is responsible for setting up the chartstring. The chartstring will appear in COGNOS within 24 hours of the first transaction posting in PeopleSoft.

Holder Changes Grants – NGRCT Projects All other Holder Changes Contact the Office for Grants and Contracts Administration (OGCA) (i.e. the Research Office) for assistance All other Holder Changes Email the Budget Office. CC the current holder and the new holder Identify the Org Dept Number and Name Include the Name and Empl ID of the current holder and the new holder Indicate the Effective Date

Holder Changes – Example Email TO: Budget.Office@unt.edu CC: Jane.Smith@unt.edu , John.Smith@unt.edu Please update the Org Dept Holder for 151210 Movie Department from Jane Smith(10300001) to John Smith (10400020) effective 09/01/2021.

Thank You.